Job Description

 

DESCRIPTION

Starting salary for this position is: $4,602 (Monthly)

Employees starting at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. If an employee starting at anything higher than the entry step of the range, will have salary step advancement after 12 months and salary step advancement every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase in salary.

Community Colleges of Spokane (CCS) District Equity Statement 
 
CCS believes that access to high-quality education in a safe and inclusive environment is the right of all individuals and imperative for the continued advancement of a strong democracy and workforce. We also believe higher education institutions have an obligation to work toward and demonstrate progress in ensuring equity amongst their students, faculty, and staff. Equity is grounded in the principle of fairness. In higher education, equity refers to ensuring that each student receives what they need to be successful through the intentional design of the college experience.

Spokane Falls Community College (SFCC) is a beautiful campus located in the inland Pacific Northwest, on the ancestral home of the Spokane Tribe, near the Spokane River. Our campus is not far from the urban center of Spokane, a mid-sized city with a high quality of life and quick access to the outdoors. See our website for more information about living and working in Spokane.

SFCC is one of two accredited community colleges that comprise the Community Colleges of Spokane (CCS). Serving about 6,000 students, SFCC endeavors to be an educational leader and a responsive partner with the community and region, offering access to relevant programs of the highest quality. We offer a large liberal arts/transfer program (approximately 75% of total enrollment) as well as state-of-the-art professional technical programs (about 25%). In addition to serving the urban and suburban population in greater Spokane, CCS provides educational services to rural communities throughout a 12,302 square mile region in Eastern Washington. This region includes all of Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties as well as portions of Lincoln County.  

SFCC’s mission is to provide all students with an excellent education that transforms lives and expands their opportunities.

Please be aware that this recruitment closes at 4:00 p.m. PST. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4:00 p.m. on the closing date.

The Community Colleges of Spokane is seeking a highly motivated and qualified individual for the position of Financial Aid Specialist in the SFCC Financial Aid/Work Study Department. 

JOB SUMMARY

The Financial Aid Specialist works in the Financial Aid Office under general direction of the Director of Financial Aid & Veteran Services. Each financial aid program has policies, procedures, regulations, and specific government reporting requirements. The rules of these programs are highly complex and require coordination to ensure that students receive the correct information and are offered aid in accordance with established regulations.
The Financial Aid Specialist works independently, interprets, and works in accordance with federal, state, and college policies, procedures, and regulations, and coordinates with other financial aid programs and the Community Colleges of Spokane (CCS) Business Office to ensure college administrative capability is maintained. The specialist review applications for financial aid eligibility, advises students and makes decisions regarding special circumstances.

This position serves as the college’s Veterans Affairs School Certifying Official, supporting all veteran and military-connected students in understanding and utilizing their Veteran’s Affairs (VA) and military education benefits. Manages the administration of the daily operation of Spokane Falls Community College’s (SFCC) Veterans Resource Center (VRC). The incumbent serves as the primary federal and state regulation trainer and point of contact for all Veteran’s and Military education benefits and resources for all levels of staff. In coordination with the Director, the position will evaluate policies; devise and implement new procedures; coordinate, schedule, and monitor program activities to determine consistency with program goals.

The Veteran Services Program Specialist will serve as the college’s designated Financial Aid contact for eligible service members, veterans and their eligible dependents. They will advise current and prospective students, review applications for financial aid eligibility and make professional judgement decisions to analyze, award and recalculate aid eligibility, maintaining compliance with federal, state, and institutional procedures. They will also serve as the college’s primary VA School Certifying Official. This position will perform complex duties and serve as a subject Matter Expert (SME) with the Department of Veteran Affairs, Department of Defense, State Board of Community & Technical Colleges (SBCTC) Department of Education (ED) and Washington Student Achievement Council (WSAC).

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Military and Veterans

• Serving as the primary School Certifying Official (SCO), manage the daily operation of the VRC. Process initial and continuing VA certifications, change in status, probation, unsatisfactory progress, termination, tuition, fees, etc. using Enrollment Manager, the Department of Veterans Affairs electronic transmission software system. Verify and approve military-affiliated tuition waiver eligibility, in accordance with appropriate policies. Input of awards in the college’s student management system (PeopleSoft environment). *
• Provide information, advice and support to students, staff, faculty, agencies and/or the public regarding program policies, procedures, and activities. Disseminate information about VA and military benefits. Promote the delivery of excellent customer service to veterans, eligible dependents and active military students. *
• Collaborate with and understand the Department of Veteran Affairs (VA) policies related to VA educational benefit eligibility and overpayments. Ensure accurate certification and processing of benefits and payments in close coordination with relevant offices such as Financial Aid, Admissions & Registration, Advising and the Business Office. Confer regularly with representatives of off-campus organizations and agencies regarding the interpretation and implementation of veteran services and institutional policies. *
• Ensure compliance with VA rules and regulations and with other institutional, state, and federal regulations in awarding financial aid and education benefits. Monitor assigned programs for adherence to compliance. Review regulations, recommend and develop policy and procedure changes, as appropriate, to maintain compliance; identify key dates each quarter, create forms, establish, and maintain filing system. *
• Assist in the completion of Federal, State, and institutional reports relative to Veteran Education including but not limited to student records requests, state agency catalog approval, monitoring and management of 85/15 rule tracking, completion of annual reports, etc. *
• Notify the State Approving Agency (SAA) of any substantive program, policy, and approval criteria changes. Serve as the primary campus contact for the two Washington State Approving Agencies (Washington Student Achievement Council and Workforce Training & Education Coordinating Board). *
• Participate in appropriate meetings, councils and/or conferences, as well as campus committees, organizations, and groups as the program Veterans Services representative. Participate in VA training opportunities. Provide up-to-date information to various campus partners regarding program changes, new degrees or certificate programs and impact to Veterans Education benefits eligibility. * 
• Maintain knowledge of policies of other departments (Admissions, Registration, Transcripts, Student Success, Placement, Curriculum, etc.) and understand the impact of them on a student’s Veteran’s and Department of Defense Tuition Assistance benefits and financial aid eligibility. *
• Maintain federal Department of Defense portals with SFCC specific information, such as tuition rates, catalog information, college policies, etc. Serve as primary point of contact for Department of Defense Tuition Assistance and MyCAA military spouse benefits, working with the DoD branch education liaisons and the CCS District Business Office to facilitate tuition payments. *
• Understand and apply knowledge of federal and state financial aid regulations as well as SFCC financial aid policies and procedures; independently exercise professional judgment concerning individual student’s special circumstances. Serves as the primary Financial Aid advisor for Veteran, eligible dependent and military connected students *

General 

• Analyze and evaluate documentation to determine financial aid file completion, review and determine aid student eligibility, and award federal, state and local Financial Aid. This includes using data obtained from federal and state software programs and systems. Analyze and evaluate documentation submitted by student, including completing the federal Verification process for selected students, using submitted documents that includes but not limited to federal tax returns and other legal documents. *
• Provide complex counseling, assistance and problem solve by providing a variety of options to students based on individual needs and circumstances regarding financial aid, payment and refunds, credit reviews, and enrollment issues. *
• Maintain expertise and up-to-date knowledge of federal and state regulations for financial aid programs, enabling the department to plan and react positively to constantly changing federal, state, and institutional regulations and guidance. *
• Exercise professional judgment in interpreting rules and regulations and evaluating unusual circumstances for special conditions, using Federal and State Student Financial Aid rules and regulations. *
• Responsible for maintaining knowledge of the federal and state financial aid Satisfactory Academic Progress (SAP) regulations, ensuring students maintain a proper grade point average (GPA) and number of quarters in attendance. *
• Assists in developing and establishing procedures and policies to implement new programs and/or activities and in formulating new program policies, procedures, and standards. *
• Assists higher-level staff in the preparation of complex comprehensive plans, summaries, recommendations, progress, or special reports. *
• Maintain knowledge of policies of other departments (Admissions, Registration, Transcripts, Student Success, Testing, Curriculum, etc.) and understand the impact of them on a student’s financial aid eligibility. *
• Anticipates potential conflict and attempts resolution before problems occur; plans, evaluates, and consults with staff and outside entities to identify problems, explores solutions and alternatives, and recommends resolutions designed to meet the goals and objectives of the program. *
• Work on special projects for the Director/Associate Director and serve as an intercampus contact for the Financial Aid Office. *
• Works with program participants, staff, representatives of outside organizations and/or members of the public in defining the needs and planning, designing, and developing specialized program activities. *
• Collaborate with SBCTC to make sure software updates and developed processes meet state and federal requirements. This may include testing new processes, reporting issues, proposing solutions and feedback to make sure students are funded correctly and in a timely manner. *
• Serve as back-up and provide assistance to other Financial Aid Specialists and their programs. *
• Model professional decorum and mutual respect in all personal interactions. * 
• Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements. *
• Support and advance the CCS strategic plan, and perform other duties as assigned. *

* Indicates this is an essential duty.

This position is designated a bargaining unit position.

 

COMPETENCIES & OTHER REQUIREMENTS

COMPETENCIES

• Manages Complexity: Experience making sense of complex, high-quantity, and sometimes contradictory information to effectively solve problems.
• Decision Quality: Ability to make good and timely decisions that keep the organization moving forward.
• Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Plans & Aligns: Plan and prioritize work to meet commitments aligned with organizational goals.
• Ensures Accountability: Ability to hold self and others accountable to meet commitments.
• Drives Results: Consistently achieves results, even under tough circumstances.
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
• Instills Trust: Gains the confidence and trust of others through honesty, integrity, and authenticity.
• Demonstrates Self-Awareness: Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
• Self-Development: Actively seeks new ways to grow and be challenged using both formal and informal development channels.
• Nimble Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
• Situational Adaptability: Adapts approach and demeanor in real time to match the shifting demands of different situations.

MINIMUM QUALIFICATIONS

• Associate degree AND three (3) years of experience in Financial Aid. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Possess comprehensive working knowledge of financial aid policies, procedures, rules and regulations.
• Knowledge of Family Educational Rights and Privacy Act (FERPA).
• Knowledge of Washington State Ethics Law and Residency Law.
• Knowledge of Title IX Education Act. 
• Knowledge of institutional funding/waiver processes and financial literacy and loan disclosures. 
• Knowledge of funding programs under WSAC, Title IV, Workforce Transitions, institutional scholarships, agency-based funding, institutional grants/waivers. 
• Expertise in Internal Revenue Code as it applies to verifications, filing thresholds and allowable filing status.
• Experience and subject matter expertise in one or more of the following relevant systems and technologies: student management system (e.g., PeopleSoft), Common Origination and Disbursement (COD), EdConnect, FAFSA, FAA Access, NSLDS, customer relationship management software (e.g., TargetX), WSAC, Department of Veterans Affairs electronic transmission software, halFile, Bank Mobile, National Association of Financial Aid Administrators (NASFAA) tools/library, Microsoft Office products.
• Experience working with student records.
• The ability to gain and maintain security access to all federal and state web-based systems. 
• Excellent written and oral communication skills.
• Excellent customer service skills.
• Ability to maintain electronic and manual files.
• Ability to use computers and spreadsheets, database and word processing software.
• Ability to maintain high level of confidentiality.
• Ability to work collaboratively and cooperatively in a team environment.
• Must be task oriented and able to streamline processes after evaluating areas.
• Ability to independently interpret and apply regulations, policies and procedures received from multiple sources.

DESIRED QUALIFICATIONS

• Bachelor’s degree. 
• Knowledge of CCS Administrative Procedures that affect financial aid such as: Student Records, Tuition and Fees, Refunds, Degrees and Certificates etc.
• Experience with ctcLink (PeopleSoft).

 

CONDITIONS/TERMS OF EMPLOYMENT

TOTAL COMPENSATION WITH BENEFITS:  $73,262- $93,592.

 Total compensation is an estimate based upon adding the following amounts together:

• Base compensation of $55,224 - $74,376, plus 
• Current employer-paid health and related benefit contribution rates, plus
  • Click here for a full list of benefits.
• Median retirement fund contributions. 

The actual total will vary depending upon each employee's enrollment choices.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H1-B visa. In addition, the Community Colleges of Spokane maintains a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.  

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

PHYSICAL REQUIREMENTS

• Work is performed in a semi-open office setting with frequent interruptions and background noise.
• Work is sedentary.
• Frequent use of computers.
• Work directly with students/clients. 

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12-month, 40-hours week)
• This position is overtime eligible.
• 6-month probationary period.
• Criminal background check is required.

 

 

REQUIRED APPLICATION MATERIALS

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following:

• CCS online application. *
• Cover letter addressing your qualifications relevant to the responsibilities of this position. *
• Resume. *
• References – the names, addresses, and phone numbers of three professional references. *
• College transcript(s) if applicable - unofficial/copies of transcripts are acceptable for initial application, official copies must be submitted upon acceptance of job offer.

NOTE:  All of the above are required to ensure your consideration for this position.  The item(s) marked with an asterisk are required attachments to your application prior to submission.

If you require an accommodation during the application or interview process, please contact HR at CCS.recruiter@ccs.spokane.edu
 
Community Colleges of Spokane does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding her child, AIDS/HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of trained guide dog or service animal by a person with disability, genetic information or any other legally protected category.
 
Direct all inquiries or grievances regarding access and Title IX or ADA to:
 
Amy McCoy | Chief Compliance Officer
Title IX and ADA Coordinator
Community Colleges of Spokane
2917 W. Whistalks Way, MS 3027
Spokane, WA. 99224-5288
ccs.titleix@ccs.spokane.edu
509-279-6012
 
Direct all inquiries regarding equal opportunity compliance and/or grievances to:
 
Greg Stevens | Chief Strategy and Administration Officer
Community Colleges of Spokane
P.O. Box 6000, MS1004
Spokane, WA. 99217-6000
509-434-5040
 
Native Land Acknowledgement

We are honored to acknowledge that the Community Colleges of Spokane, and our main campuses for Spokane Falls and Spokane Community College, are located on the traditional and sacred homelands of the Spokane Tribe. We also provide services in a region that includes the traditional and sacred homelands of the Coeur d’Alene Tribe, Confederated Tribes of the Colville Reservation, Kalispel Tribe and Nez Perce Tribe.
 
We pay our respect to tribal elders both past and present as well as to all Indigenous people today. This land holds their cultural DNA, and we are honored and grateful to be here on their traditional lands. We give thanks to the legacy of the original people and their descendants and pledge to honor their stewardship and values.

 

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